Make Time for Time Management

Make Time for Time Management

Make Time Through Time Management Hawaii Tourism Authority Festivals & Events Seminar Patty Tracy May 15, 2009 The Bad News: Time Flies The Good News: Youre the Pilot! Todays Objectives Define Time Management in terms of Your life, Your needs and Your desires Move from should do to want to do Provide navigational tools and tips to assist in

-Assessing where you are -Identifying where you want to go -Developing a system to get you there I Yam What I Yam Popeye the Sailor Where I Am Increase awareness of how you spend time -Self observation -Time/motion study -Take pulse of emotions and attitudes

-Proactive or reactive? -No judgmentsponder, dont punish - Time You Enjoyed Wasting is Not Wasted Time T.S. Elliot Where I Want to Be Reflect on your self observations -What is required, what is optional? -What do you want more of? -What do you want less of? -What do you want to add? And dream a

littlejust between You and You. Dont Agonize.Organize! How To Get There Create a flight plan -A written system of recording what you want to do and assigning priorities -High tech, low tech or no tech -Move items from your mind to a minder Clear the runway of clutter -Create home and office environments that work for, not against, you

Identify opportunities to accomplish home and work activities with less effort and more effect Those Who Aim at Nothing Usually Hit It Right on the Button Time Management Systems samples From simple to soul searching - ABC method - David Allen, David Allen Co. -Stephen Covey, Franklin Covey Co. -Jim Loher, Human Performance Institute - Randy Pausch

To Think Too Long About Doing a Thing Often Becomes Its Undoing E. Youn Simple ABC Method -Identifies and prioritizes tasks -Low complexity, just paper and pen and you -Divide blank paper into three sections - Review daily, add, delete or change priorities A. Must Do B. Should Do C. Could Do

You Cant Really Manage Time, You Can Manage Yourself D. Allen David Allen Jim Loehr Stephen Covey Fortune Magazine September 2008 Get a Life

Your Mind is for Having Ideas, Not for Holding Them D. Allen David Allen Background -Bestselling author, Getting Things Done - Productivity/executive coach -GTD system Key concept -Think small. Get the details under control. Core principles - Collect, Process, Organize, Review, Do

If Not Now When? If Not Me Who? Collect -Offload what needs to get done into bucket Inbox, notebook, PDA, etc. Process -Start at top -Do it (if takes 2 min or less), delegate it or defer itor -File for reference, throw away or incubate

Just Do It Organize -Next actions -Projects -Waiting for -Someday/Maybe Review -Prioritize Do -

- Nike If You Think You Can or If You Think You Cant, Youre Right Henry Ford Stephen Covey Background Productivity coach, bestselling author, 7 Habits of Highly Effective People Key concept: -Create a vision, set goals, then plan

weekly and daily Effectiveness, in Other Words, Is a Habit Peter Drucker 1. 2. 3. 4. 5. Be proactive

Begin with the end in mind Put first things first Think win-win Seek first to understand, then be understood 6. Synergize 7. Sharpen the saw A Year From Now You Will Wish You Had Started Today K. Lamb You May Delay, But Time Will Not

B.Franklin Jim Loehr Background -CEO Human Performance Institute, performance coach, bestselling author The Power of Full Engagement Key concept -Think energy, not time If You Can Dream It, You Can Do It Walt Disney

Randy Pausch Background -Late professor Carnegie Mellon University -Delivered lectures on Time Management and The Last Lecture: Really Achieving Your Childhood Dream One Size Doesnt Fit All Create work and home environments that work for you Randy Pauschs office

His assistants office Bump Top bumptop.com Acts much like a real desktop Allows you to stack documents, put sticky notes and photos on walls Cozi cozi.com

Free family calendar Manage shopping and to do lists, send lists to phones, remote retrieval Organize chores and communicate with one another Managing Email Four Ds of Managing Email S. Covey -Delete it -Do itif two minutes or less -Delegate it -Defer it Create useful labels and folders

Use Reply to All sparingly Batch Process Dont use inbox as a task list Effective Meetings: Lose the Wait and Trim the Waste

Have a written agenda Start and finish at the stated times Keep discussions to agenda items Depersonalize discussions of alternative ideas Focus on progress not process Conclude with summary of results of meeting, specific next steps and accountability. Overcoming the Perils of Procrastination Common causes

-Task is unpleasant -Task seems overwhelming -Not prioritizing the tasks at hand -Fear of failurewanting to be perfect -Waiting for the right time or mood Solutions -Break task into manageable pieces -Develop personal rewards for completion -Its Ok not to be perfect, good enough can be -Acknowledge feelings.and do it anyway good enough

Whether Its the Best of Times or the Worst of Times, Its the Only Time We Have. Art Buchwald Avoid the Stress Mess Develop habit of decision-making when things show up, not when they blow up Dont let others spend your time for you Ask x or y or why We often get what we inspect, not expect Encourage others to develop their own strengths and capabilities -Be aware of and beware of feigned incompetence -Dont do other peoples work for them

Practice Time Triage Reap the rewards of routine TTSP Sometimes all you can do is all you can do When you get to the end of your rope, tie a knot and hang on Resources Sources of ideas on organizing, home maintenance and time management -HGTV.com general website, Mission Organization TV -foodnetwork.com -allrecipes.com

-epicurious.com -Business Week Special Time Management Issue 3/2009 businessweek.com/managing/special_reports/ 20090310time_management.html [email protected]

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